Office Coordinator

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Job Opening: Office Coordinator
Department: Juvenile Court & Probation Services
Unit: Regional Probation
Bargaining: (B)
Posting Date: November 17, 2023
Salary: $30,106 annually / $16.54 hourly


Position Description

Performs all secretarial duties for Juvenile Probation Officers at branch office; ensures accurate, efficient and timely management of daily duties and responsibilities which include but are not limited to: typing case-related documents, correspondence, memos, contact summary reports and other monthly statistical reports. Receives phone calls, clients, visitors; ascertains nature of call/visit, directs to appropriate Probation Officer (PO), responds within authorized limits and takes messages. When necessary, attempts to contact the client or parent/guardian to cancel/reschedule an appointment. Receives payment from clients and parents/guardians for court costs, fines, restitutions. Maintains and updates various logs such as daily client appointments, new cases, token distribution, etc. Maintains calendar of cases scheduled for hearings. Maintains daily attendance, reports weekly to Supervisor. Receives, sorts and distributes daily mail and faxes received. Maintains and updates office files. Maintains office supplies and drug kits, orders as needed. Contacts landlord to resolve building emergencies/problems. Performs related duties as required.


Duties of Position

Under general supervision of the Regional Supervisor:

Utilizes technology to generate case-related documents, reports, correspondence (including, but not limited to first appointment letters, and parent/guardian/school letters), new petition notices, intake reports, contact summary reports and various other monthly statistical reports.

Receives phone calls from various sources, determines nature of the call, directs call to appropriate probation officer or supervisor, responds within authorized limits, and/or takes messages.

Receives clients for scheduled appointments and notifies appropriate probation officer. Checks in visitors, ascertains the reason for the visit and directs to appropriate personnel.

Monitors clients in the reception area to ensure appropriate behavior.

Attempt to contact the client’s parent/guardian to notify of canceled or rescheduled appointments. Distributes questionnaire for the client to receive credit when the client appears for canceled or rescheduled appointment.

Accepts payments from the client for court costs, fines, restitution, etc. Creates receipt in duplicate and submits to the client. Photocopy receipts, checks, and money orders submitted as payment. Files payment photocopies in the Probation Officer’s file.

Creates and maintains an electronic calendar of cases listed for the court to ensure case-related paperwork completed in time for the scheduled hearing.

Maintains a daily list of office staff attendance and submits a weekly report to supervisor.

Maintains monthly activity sheet for Probation Officers and prepares monthly statistical report of information compiled from activity sheets.

Chester Office Coordinator sends client status reports monthly to the City of Chester Police Department, Juvenile Division.

Receives mail daily, scans and indexes into system and electronically distributes, as appropriate.

Maintains supply of drug kits and office supplies. Re-order as needed.

Maintains supply of stamps for out-going mail and visit local post office to send certified mail when required.

Maintains inventory of office supplies and re-orders as needed.

Maintains office machines including fax and copier, and makes minor adjustments, or call appropriate company for preventive maintenance and major service/repairs.

Contacts landlord of satellite office building to report problems and emergencies. Follow-up on same, when required.

Perform related duties as assigned by Supervisor.

Meets with Supervisor as needed and speaks with Supervisor daily on the phone to discuss/resolve work related problems, to apprise of daily office operations, to notify of emergencies, to verify and confirm information from Probation Officers’ reports, case documents, etc. Otherwise, performs duties independently according to established procedures.

Types case related documents, correspondence, memos, contact summary reports and various other monthly statistical reports.


Qualifications

High school diploma or equivalent degree. General office skills with two (2) years of experience, excellent telephone, and communication skills. Solid interpersonal skills and ability to interact with the public; organizational skills, analytical skills, and attention to detail; Good oral and written communication skills; Computer knowledge including Windows and PC functionality; Strong typing skills; Ability to work individually and as part of a team; Knowledge of Court Processes preferred.


Physical Requirements

Normal good health.


Working Conditions

Normal air-conditioned office. 8:30 AM to 4:30 PM. 35 hours/week. Ability to function well in high-stress situations. Overtime as needed and approved or directed by the unit supervisor. Some exposure to distraught families, victims, etc. and disorderly juveniles.


Residence Requirement: The County of Delaware has a residency requirement for employees. Anyone applying for this job must reside in Delaware County or be willing to move to the County within three months of starting employment.


Contact

To apply, please fill out our online application form.



Contact Us

  •   201 West Front Street,
         Media, PA 19063
  •   8:30AM - 4:30PM
           Monday - Friday
  •   610-891-4000
  • webmaster@co.delaware.pa.us

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